BLANK AST 3 (Business and Operations Assistant) Job Listing at University of California in Davis, CA (Job ID 68894)

Description

Department Description

Department Purpose

The Vice Provost and Dean of UE and the Associate Vice Provosts are part of the Undergraduate Education's Senior Management Group and are charged with a variety of tasks to improve student and faculty success. This position has regular access to confidential information and decisions and is expected to draft documents, research and assemble data, and prepare summaries related to management strategies and decisions. This position is part of 10 diverse operational/academic units in UE which are responsible for leadership in sustaining and improving the quality of undergraduate education and line responsibility for operation of 10 operational/campuswide academic units with 50 FTE and associated budgets, namely the Center for Educational Effectiveness, Academic Advising Enrichment, the University Honors Program, Summer Sessions, UC Davis Washington Center, the Center for Leadership Learning, First Year Seminars, Quarter at Aggie Square, the Undergraduate Research Center and the Writing Center.

Under general direction of the Undergraduate Education (UE) Associate Vice Provost and in collaboration with the Senior Executive Analyst who serves as the lead, provide business and operations support to the Office of Undergraduate Education and its units and programs. Provide direct analytical support to the Associate Vice Provost and the Executive Director of Summer Sessions. Manage executive's electronic calendars, commit executives to action, determine priorities and resolve scheduling conflicts to keep calendars manageable. Communicate tactfully and diplomatically with diverse groups of individuals. Coordinate and schedule meetings with departmental staff, faculty, university officers, administrators, including individuals from other campuses, the Office of the President, and the general public. Research and collect relevant information and materials to ensure executives are properly briefed and prepared. Initiate follow-up actions and draft correspondence as needed. Maintain confidentiality and discretion in all areas. Manage projects for executives to ensure timely and accurate completion. Coordinate and manage special projects, reports, and meetings. Provide confidential administrative support for activities conducted by the VPUE and assist UE units in other duties as needed, such as participation in intra-office workgroups, meetings, & program support. Primary contact and resource for placing work orders and working with special services, facilities, and the lock shop. Execute transactional HR actions in campus systems on behalf of UE in coordination with leadership. Manage equipment inventory, record salvaged and missing equipment. Serve as Authorized Telecommunications Representative (ATR). Independently process financial transactions and purchase requests. Provide administrative and transactional support for staff recruitments and separation activities. Serve as UE Safety Officer.

Position Information

Apply by Date                      

June 4th 2024

Salary Range                        

$27.34/hr. - $39.18/hr. - This position is subject to a department maximum budgeted salary of $30.63/hr., commensurate with education and experience.

Appointment Type                   

Career

Number of Positions

1

Percentage of Time                 

Full-Time, 100%

Shift Hours                               

Manager will advise

Location                                   

Davis, CA. 

Union Representation              

Yes – CX

Benefits Eligible                       

Yes

PHYSICAL DEMANDS          

• Sit at desk/computer for extended periods of time reading fine print online and hard copy.
• Bend, stoop, reach, lift and shift boxes, equipment, supplies, maneuver conference room furniture and files weighing up to 30lbs.
• Travel to various campus office locations throughout the year.

WORK ENVIRONMENT

• UC Davis is a smoke and tobacco free campus effective January 1, 2014. Smoking, the use of smokeless tobacco products, and the use of unregulated nicotine products (e-cigarettes) will be strictly prohibited on any UC Davis owned or leased property, indoors and outdoors, including parking lots and residential space.

https://ucdavispolicy.ellucid.com/documents/view/271

• Skill to maintain composure under heavy workload, frequent interruptions and conflicting priorities.
• Knowledge of and skill to interpret and apply UC policies and procedures.
• Familiarity with campus-wide offices, administrative contacts, campus structure and resources.

QUALIFICATIONS

Required:

Minimum Education/Experience

• Experience performing complex administrative and clerical support functions for a senior manager in an executive-level office, including HR recruitment, onboarding, and offboarding processes.
  
  
• Experience analyzing and extracting complex information to determine level and scope of impact, evaluate risks/consequences, develop creative solutions, act expeditiously; and to understand the factors associated with decision-making in a high-level executive office.
  
  
• Professional experience and political acumen to handle sensitive or difficult situations diplomatically, to represent high level executives with tact and discretion, and to work effectively and sensitively with constituents from diverse cultural backgrounds and perspectives.
  
  
• Experience scheduling and coordinating large, complex meetings and special events.

• Experience working in an executive office environment that requires interpersonal and communication skills to create and maintain professional collaborative working relationships with an acute understanding of customer service and business processes.
  
  
• Experience using various software programs (MS Word, Access, Excel, PowerPoint, Outlook, Google Suite, Box, Chrome (or other browser) etc.) to accomplish assignments.

Minimum Knowledge, Skills, and Abilities (KSA)

• Organizational and time management skills to establish goals, set priorities and manage deadlines; to multi-task and adjust priorities; and adaptable to many environments, directions and duties as needs dictate.

Preferred:

Preferred Education/Experience

• Two (2) or more years of administrative and/or clerical experience.

• Experience gathering and synthesizing information from a variety of sources with skill to translate, define and present the information to others.

• Experience working in a higher education environment; familiarity with higher education goals and terminology. Experience with the general principles of accountability for access and use of automated financial and personnel systems. Experience with DaFIS and Kuali Transaction Processing and Decision Support, Aggie Expense and with Banner Student Information System.

Preferred Knowledge, Skills, and Abilities (KSA)

• Skill to maintain composure under heavy workload, frequent interruptions and conflicting priorities.

• Knowledge of and skill to interpret and apply UC policies and procedures. Familiarity with campus-wide offices, administrative contacts, campus structure and resources.

SPECIAL REQUIREMENTS

Background Check

This position is a critical position and subject to a background check. Employment is contingent upon successful completion of background investigation including criminal history and identity checks. 

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds, and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. 

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. 

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.